Aptitude Software - Workplace Experience Coordinator

Aptitude Software – Workplace Experience Coordinator

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Overview

The Workplace Coordinator & Executive Assistant plays a dual role, ensuring smooth day‑to‑day running of the London office while providing executive administrative support to the Board and Senior Leadership Team (SLT). This role covers workplace management, office coordination, executive travel and diary management, meeting and event logistics, and general administrative support to ensure a highly productive and professional office environment.

Key Responsibilities

• Act as the first point of contact for all office‑related inquiries and facilities issues.
• Oversee the smooth daily operation of the London office, including office supplies, stationery, equipment, and vendor/contractor management.
• Manage relationships with building management, cleaning, security, catering, and maintenance providers.
• Ensure health & safety compliance, fire safety procedures, and general office risk assessments.
• Maintain a welcoming, professional, and well‑organized workplace environment.
• Coordinate and manage meeting rooms, ensuring they are set up with required technology, catering, and equipment.
• Arrange internal and external meetings, including Board and SLT sessions.
• Support planning and execution of internal events, Board visits, offsites, and town halls.
• Manage lunch bookings, restaurant reservations, and catering for meetings or executive events.
• Provide PA support to the CEO (and other executives as needed) including diary management, inbox management (where appropriate), and scheduling.
• Coordinate and book complex international travel itineraries for Board and SLT members, including flights, hotels, visas, transport, and travel packs.
• Prepare and process expense reports for Board and SLT members.
• Support in preparing meeting agendas, briefing packs, presentations, and documentation.
• Handle general correspondence, document management, and filing.
• Support onboarding of new employees in collaboration with HR and IT (desk setup, access badges, induction schedules).
• Maintain distribution lists, office notices, and communications.
• Assist with basic procurement, invoice tracking, and budget monitoring related to office services.
• Support internal communications and culture through workplace engagement initiatives.

We’ll provide you with the opportunity to grow your expertise in an environment that supports you, your life and your career.

This is a 5 days a week office based role.

Job Requirements

Skills & Experience

• Proven experience in office coordination, workplace management, or facilities administration.
• Experience providing PA support to senior executives, ideally at Board or SLT level in an international environment.
• Strong organisational and multitasking skills, proactive and able to prioritise effectively.
• Excellent communication skills, both written and verbal.
• High level of discretion, confidentiality, and professionalism.
• Strong proficiency in MS Office (Outlook, Excel, PowerPoint, Word), Teams, or equivalent digital workplace tools.
• Familiarity with health & safety standards and facilities management processes.
• Experience working in a corporate or professional services environment.

Personal Attributes

• Professional, friendly, and approachable with a positive “can‑do” attitude.
• Service‑oriented and customer‑focused.
• Reliable, detail‑oriented, and highly organised.
• Able to work independently and as part of a team.
• Solutions‑focused, calm under pressure, and adaptable to changing priorities.

Benefits

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